Overview: Management Science Associates, Inc., (MSA) is a diversified information management company that for over half a century has given market leaders the competitive edge in data management, analytics and technology. We are currently seeking an Administrative Assistant to provide administrative support to our corporate Accounting/Finance department.
Support accountants and other financial staff by performing some of the basic accounting duties such as preparing deposits, processing payments, preparing and submitting tax forms, helping finance management with corporate documents, and assisting the purchasing department.
Performs diversity of secretarial and administrative support that include a broad range of complex responsibilities involving confidential information, exercising considerable judgment and discretion, including but not limited to: prepares correspondence, evaluations, reports, meeting minutes; makes copies and sends faxes; receives and prioritizes mail; schedules meetings, conference rooms and food services for meetings; orders supplies; coordinates travel arrangements; answers phone and takes messages; maintains office records.
Prepares requisitions, monthly invoicing, project setup and maintenance
Coordinates company procedures/activities with corporate office
Coordinates highly-complex and highly-confidential office projects; may assist in the training and work direction of other secretaries
Effectively maintains office records in MS Word, MS Excel, and creates presentations using MS PowerPoint and Visio
Proactively takes on additional responsibility
Acts as a administrative liaison with internal and/or external sources
Anticipates work requirements based on prior requests and instructions, and proactively performs work without specific instruction to do so
Will support members of senior management
Serves as a backup for the receptionist
Minimum High school education or equivalent experience
AA degree in secretarial science or related two-year, formal course work may substitute for two years of experience
Minimum of six years’ overall administrative support or secretarial experience
Requires demonstrated ability to serve as sole administrative support person for a large department.
Experienced in having wide discretion, using independent judgment
Must have working knowledge of basic accounting functions
Must be an advanced user of MS Office including: MS Word, MS Excel, MS PowerPoint, and MS Internet Explorer
Previous experience with outlook calendar and email desired
Able to type 50 wpm with minimal errors
Basic mathematical skills
Basic knowledge of accounting and financial principles
Experience with ERP systems desired
Accuracy, attention to detail and multi-tasking abilities
Excellent organizational skills and multi-tasking abilities a must
Must have excellent oral and written communication skills and be dependable/punctual